Administrative Clerk Job Description: Top Duties and Qualifications

Last updated: August 22, 2022

 

An Administrative Clerk, or Office Clerk, performs administrative tasks to help employees focus on more big-picture items. Their duties include contacting clients over the phone or via email, organizing and storing files for employees to easily reference and keeping inventory of the office’s supplies.

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Administrative Clerk duties and responsibilities

The responsibilities of an Administrative Clerk depend on the employer’s operations. Employers can hire candidates for duties such as data entry and preparing and processing office documents. Here are examples of an Administrative Clerk’s duties:

  • Answering customer questions, providing information, taking and processing orders and addressing complaints
  • Answering phone calls and calling customers and vendors to follow up on appointments and deliveries
  • Compiling, maintaining and updating company records
  • Managing office inventory and working with vendors to ensure the regular supply of office materials
  • Setting up appointments, scheduling meetings, distributing reports and managing the correspondence between the office and external bodies
  • Compiling and maintaining records of office business transactions
  • Training, onboarding and supervising junior clerks
  • Operating office equipment including printers, copiers, fax machines and multimedia instruments 

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What does an Administrative Clerk do?

Administrative Clerks are in charge of keeping the office running smoothly by completing clerical tasks for employees, like making copies and faxing documents, taking notes during meetings or scheduling appointments between employees and clients. Some Administrative Clerks perform general bookkeeping tasks for the office. They may also conduct research for upcoming meetings and use this information to build charts, data and reports for employees to use during presentations.

A clerk at a desk, writing down some notes as they hold a telephone between their ear and shoulder.Text reads: "Sample administrative clerk duties:Answer customer calls & emails,Compile & update company records,Manage office inventory,Gather & organize outgoing mail"

Administrative Clerk skills and qualifications

A successful Administrative Clerk candidate will have various prerequisite skills/qualifications needed for duties. Use this section to highlight the educational qualifications, years of experience and skills you want in the ideal applicant. Here are examples of Administrative Clerk qualifications:

  • High school diploma or equivalent required
  • Previous experience in a secretarial role 
  • Excellent organizational, time management and communication skills
  • Ability to use word processing applications and document management software with a minimum typing speed of 60 wpm
  • Working knowledge of basic bookkeeping
  • Strong interpersonal skills and adaptability 
  • Ability to prepare stock inventory and process office bills

Administrative Clerk salary expectations

An Administrative Clerk makes an average of $14.97 per hour. Pay rate may depend on level of experience, education and the geographical location. 

Administrative Clerk education and training requirements

Administrative Clerks need at least a high school diploma or equivalent for employment, but some employers may require an associate or bachelor’s degree. Clerks can take courses in spreadsheet software, word processing applications, bookkeeping and other related skills to boost their chances of getting the position. 

Employers often provide on-the-job training, which can last up to a month, to familiarize new office clerks with their procedures. The role requires excellent secretarial skills such as telephone manners, data entry, filing, record keeping and the ability to maintain confidentiality. Companies will train successful candidates on the use of office equipment, proper communication, general operating procedures and guidelines. 

Administrative Clerk experience requirements

Administrative Clerks will have excellent office administration skills. They will be detail-oriented and require little to no supervision to carry out their duties for the smooth running of the office. The right candidates will have excellent customer service skills to maintain good relationships and effective communication with personnel, customers and the public. They also need impeccable organizational skills to file and retrieve records with accuracy, schedule appointments, keep minutes of meetings and stock inventory. 

The ideal Administrative Clerk candidates will have basic bookkeeping knowledge, be tech-savvy and continue to upgrade their skills to improve office productivity and efficiency.  

Job description samples for similar positions

If you’re looking for candidates for similar roles to the Administrative Clerk, see our job description templates for related positions:

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Frequently asked questions about Administrative Clerks

 

What's the difference between an Administrative Clerk and an Administrative Assistant?

Administrative Clerks and Administrative Assistants share similar responsibilities and their titles are often used interchangeably, but they do have some key differences depending on where they work. Administrative Assistants usually work closely with a specific department, an executive team or an employee in a leadership role. Administrative Clerks work primarily for an entire office, rather than just one employee or department. 

 

What makes a good Administrative Clerk?

A strong Administrative Clerk should be personable and confident, as they’re regularly communicating with clients and employees. They should also be professional at all times, since they’re often the first face people see when they arrive at the office. Effective negotiation abilities are also great for Administrative Clerks to use as they regularly have to work with suppliers to order new office items and stay within budget. Since Administrative Clerks are regularly working in a business environment, it’s beneficial for candidates to have experience working in an office to better understand how it functions, so they can complete tasks more efficiently.

 

Who does an Administrative Clerk report to?

The person Administrative Clerks report to typically depends on how large their office is. If they work for a smaller team, they may report to the CEO or owner of the company. In offices with many Administrative Clerks on staff, they may hire Administrative Supervisors to oversee these teams and ensure all clerical tasks are being completed properly. 

Administrative Supervisors may regularly reach out to employees to determine how well Administrative Clerks are performing and will relay any concerns or praise they receive from office team members. If Administrative Clerks are experiencing issues in their role, they’ll communicate these with the Administrative Supervisor, who then works to efficiently resolve them. 

 

Which industries do Administrative Clerks usually work in?

Most Administrative Clerks have similar duties wherever they work, but some may vary depending on the field and industry they’re a part of. They often work at an office in a business-related setting. Others may be employed in private offices like medical or legal firms. In these situations, an Administrative Clerk should know more about the industry they work in so they can better assist customers they interact with. Some Administrative Clerks work at public institutions like hospitals, schools or government entities keeping the office organized and assisting employees with clerical tasks.

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